Memorandum 47a

International Travel Policy for Faculty & Staff

Revised August 2016

Purpose

The purpose of this policy is to help safeguard university faculty and staff while teaching, doing research, conducting other scholarly activities, or otherwise engaging in university business outside of the United States by establishing the necessary controls, compliance, and accountability to mitigate and manage risk, while acknowledging that the risks vary considerably depending on the particular place, traveler(s), and activities.

The purpose of this policy goes beyond that of the policy set forth in Memorandum 35 – Travel Policies, which relates to all travel (domestic and international) and whose main purpose is to “help assure the responsible use of Norwich University’s assets by controlling and accounting for off-campus travel (“travel”) expenses associated with official Norwich University business.”

Policy

Faculty and staff responsibilities at Norwich University may require international travel for university business. International travel may pose certain unique and increased risks to participants and to the university. Therefore, all faculty and staff traveling internationally must comply with the requirements set forth below in the Implementation/Guidelines section. In addition to these requirements, all university travelers must comply with the general travel requirements set forth in Memorandum 35 – Travel Policies.

Responsibility

The International Center serves as the clearinghouse for all university faculty and staff regarding international travel.

The Assistant Vice President for International Education (AVPIE) is the initial point of contact regarding any international travel issues for university faculty and staff that require special review as outlined in this policy. The AVPIE is responsible for coordinating, facilitating, supporting, and serving as the primary resource for determinations regarding international travel for faculty and staff.

The President or the AVPIE serving as the President’s designee exercises final approval of all international travel determinations that require special review as outlined in this policy.

Implementation/Guidelines

A. Registering International Travel for University Business

A.1 Registration with the International Center

All faculty and staff traveling internationally for university business must register their travel plans in advance with the International Center by completing the International Travel Registration Form. This will allow travelers to receive pre-travel resources and will reduce the response time to locate and assist university travelers in the event of an in-country crisis (e.g., natural disaster, civil unrest, military action, etc.).

A.2 Registration with international emergency assistance provider

Upon receipt of travel plans from a faculty or staff member, the International Center will determine if additional registration with an international emergency assistance provider is required. If it is deemed necessary, the International Center will coordinate with the university’s international emergency assistance provider to register the traveler’s information in their systems.

(NOTE: The university selected provider is not an insurance company. Registration enables Norwich to coordinate emergency services including but not limited to medical transport services, field rescue services, and security evacuation services. See below for more information regarding insurance while traveling internationally.)

A.3 Registration with the US Department of State Smart Traveler Enrollment Program (STEP)

All faculty and staff traveling internationally for university business must register their travel plans in advance with the US Department of State’s Smart Traveler Enrollment Program (STEP). This is a free service to allow US citizens and nationals traveling abroad to enroll their trip with the nearest US Embassy or Consulate, which will (1) enable travelers to receive important information from the US Embassy about safety conditions in the destination country; (2) help travelers make informed decisions about their travel plans; (3) help the US Embassy contact travelers in an emergency, whether natural disaster, civil unrest, or family emergency; and (4) help the university, as well as family and friends, get in touch with travelers in an emergency.

B. International Travel Health Insurance

Each university traveler is responsible for understanding his/her insurance coverage provided by the university. It is the responsibility of the traveler to determine whether appropriate supplemental insurance is needed, such as international travel health insurance. University funds (at the college, school, department, and/or program level), if available, may be used to pay for supplemental international health insurance.

Following is a list of just a few companies who provide international travel health insurance, as well as a Web site where you can compare various travel insurance options:

E. Travel to Countries Sanctioned by the Office of Foreign Assets Control

All faculty and staff traveling to countries/regions that are sanctioned by the Office of Foreign Assets Control (OFAC) within the US Department of Treasury must confirm that they are aware of the sanctions when they register their travel plans with the International Center (see section A.1 above). Additional pre-departure meetings may also be required to ensure full understanding of and compliance with the sanctions.

F. Faculty/Staff Traveling Internationally with Students

All faculty and staff who will be taking Norwich University students on international travel must inform the International Center well in advance. If it is determined that the program qualifies as an education/study abroad program, it must be operated through the International Center or an approved third-party provider and have the approval of the Assistant Vice President for International Education. This quality control ensures that programs have appropriate planning, implementation, oversight, and risk management. Faculty interested in proposing a study abroad program can reference the Norwich University Faculty-Led Education Abroad Program Proposal Form.

In all cases, whether the international travel with Norwich University students qualifies as an education/study abroad program or not, the faculty or staff member must participate in a mandatory workshop offered by the International Center prior to leading a group of students abroad. For more information about the mandatory workshop, visit the International Center Web site or contact the International Center via email at international@norwich.edu.

While faculty and staff members may be allowed to travel to countries/regions with US Department of State Travel Warnings, US Centers for Disease Control and Prevention Travel Health Warnings, and/or OFAC sanctions, Norwich University students may not be allowed to do so. In certain cases, student travel to such countries/regions may be suspended.

Failure to comply with all aspects of this policy may limit the university’s ability to provide support to international travelers in a timely and effective manner, and may also result in the university’s denial of reimbursement for travel expenses.